2016 FundMatch Program Manual

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2016 FundMatch

Program Manual

(Formerly known as the Branded Program)

Your guide on how to double your international

marketing dollars for your agribusiness

Learn.

Connect.

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About WUSATA

The Western U.S. Agricultural Trade Association (WUSATA) is a non-profit organization aimed at increasing the export of U.S. food and agricultural products. WUSATA works closely with each state department of agriculture in the west to enhance the economic well-being of the region. For more than 30 years, we have offered programs and services to assist exporters of high value food and agricultural products. WUSATA is funded by the USDA’s Foreign Agricultural

Service (FAS), its member states, and private companies.

WUSATA Programs and Promotional Activities

Our organization promotes U.S. food and agricultural products through three intersecting program tracks - FundMatch, Global Connect, and Export Education:

• FundMatch helps qualifying western U.S. food and agricultural suppliers remain competitive internationally by providing 50% cost reimbursement for eligible promotional activities. The program gives companies the ability to break into new markets, expand their existing shares, and maximize their marketing budgets to make their efforts go further. Small agribusinesses can apply now to offset future international marketing costs.

• Our Global Connect program provides eligible food and agricultural businesses with

multiple opportunities to explore overseas markets and connect with foreign buyers while expanding their global distribution. Registered companies receive a wide variety of

services including: buying missions and international trade shows; introductions to qualified importers; language translation; and much more.

• The third pillar of our services is designed to bring you up to speed on the how-to’s and

benefits of exporting. WUSATA’s Export Education covers important topics through

webinars and seminars that are held throughout the year. Participating companies have access to valuable market research and timely consumer insights, plus are encouraged to visit WUSATA’s website for additional resources to help them reach their exporting goals.

Visit www.wusata.org to take advantage of our many online resources:

• FundMatch manual • Webinars

• International trade activities • Upcoming events

• And more!

Contact our team any time to learn more about FundMatch and our other offerings:

FundMatch Manager: [email protected] Outreach Department: [email protected]

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WUSATA Member States

Alaska Department of Natural Resources www.dnr.alaska.gov/ag

Arizona Department of Agriculture www.agriculture.az.gov

California Department of Food and Agriculture

www.cdfa.ca.gov

Colorado Department of Agriculture www.colorado.gov/ag

Hawaii Department of Agriculture www.hawaii.gov/hdoa

Idaho Department of Agriculture www.agri.state.id.us

Montana Department of Agriculture www.agr.mt.gov

Nevada Department of Agriculture www.agri.nv.gov

New Mexico Department of Agriculture www.nmda.nmsu.edu

Oregon Department of Agriculture www.oregon.gov/oda

Utah Department of Agriculture & Food www.ag.utah.gov

Washington State Department of Agriculture

www.agr.wa.gov

Wyoming Business Council www.wyomingbusiness.org

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WUSATA has zero tolerance regarding fraud. Through WUSATA’s Code of Conduct (pg. 75), and as a steward of taxpayer funds distributed through the USDA’s Market Access Program (MAP), WUSATA seeks to maintain and enhance the reputation of our organization, participants and industry.

Conducting proactive fraud prevention and researching suspicions and/or allegations of fraud is an active component of WUSATA’s zero tolerance for fraud.

WUSATA’s fraud prevention program:

• Authenticates and verifies products and businesses • Proves payments and activities

• Tracks the funding of MAP expenditures

WUSATA participants are expected to conduct business in accordance with the laws and regulations of the country in which an activity is carried out and in accordance with applicable U.S. Federal, state and local laws, and regulations. All WUSATA participants will comply with any applicable program regulations that apply. Failure to obey these laws is grounds for being dropped from WUSATA’s programs.

WUSATA participants will not engage in fraud, which is defined by WUSATA as: the taking or obtaining by deception, of money or any other benefit from—when not entitled to the benefit or the attempt to do so; the intentional misrepresentation of—financial position; the intentional misrepresentation of information leading to financial loss. Any suspicion of fraud will be reported to the USDA’s Foreign Agricultural Service. There are serious penalties associated with making false claims for reimbursement of federal dollars. A false claim also represents a breach of agreements between WUSATA and your company, which could result in being dropped from participation and legal action being taken.

For questions, or to file a complaint of fraud, contact Andy Anderson, WUSATA Executive Director, at: 4601 NE 77th Avenue, Suite 240, Vancouver, WA 98662-6730

Whether or not you participate in the FundMatch Program, you are a taxpayer. It’s in your best interest that we conduct a rigorous fraud prevention program. And as a recipient of MAP funds, it is also in your interest that we protect the program so that we, and other MAP cooperators can continue to help thousands of small companies engage in exporting.

We don’t ask for additional infor-mation or clarification because we’re fishing for fraud. WUSATA asks for certain paperwork to verify companies and their prod-ucts. This provides us the ability to track how funds are being spent and be able to prove the payments and activities occurred.

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How to Use This Guide

Welcome to the FundMatch Manual! This is the official guide for WUSATA’s 50% reimbursement program. In order to be successful, it’s important that you review this manual before you apply, as well as refer to it frequently before and during your international marketing activities.

Whether you are new to the program or returning as a participant, use this manual to: • Become familiar with all processes of the FundMatch

• Learn what activities and materials are eligible/ineligible • Understand the claims reimbursement process

As a tax-payer funded program, FundMatch follows a detailed set of federal regulations. WUSATA also has defined policies to protect you and the program’s viability. The manual outlines these regulations and policies in clear and user-friendly language.

If at any time you have a question about eligible activities, the claims process or any other aspect of the program, we want you to call us! Our dedicated team of professionals knows the program in-depth and is available to help at any time at 360-693-3373 or [email protected].

Throughout this guide, internal

and external hyperlinks are

presented in

light blue text.

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Section

1:

Program Eligibility

Find out if your company and products are

eligible for 50% reimbursement through

WUSATA. Included in this section are the nuts

and bolts of the program. Flip the page and

find out these essential details.

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Program Eligibility: Your Company

To determine if your company qualifies for the FundMatch

Program it must match each of the following criteria:

1. Your company must be headquartered in the WUSATA region:

The WUSATA region includes Alaska, Arizona, California, Colorado, Hawaii, Idaho, Montana, Nevada, New Mexico, Oregon, Utah, Washington, and Wyoming.

If your company is located outside of the WUSATA region, you may apply through one of our sister organizations, known as State Regional Trade Groups (SRTG).

Northeast: Food Export USA Northeast

Midwest: Food Export Association of the Midwest USA South: Southern United States Trade Association (SUSTA) 2. Your company must be a “small” company:

All participants must be considered “small” under the U.S. Small Business Administration (SBA) definition (www.sba.gov/content/table-small-business-size-standards), which is typically 500 employees or less depending on your SBA classification. All employees of affiliates, such as parent companies, subsidiaries, etc., are included in employee totals to determine size eligibility. Agricultural farm cooperatives are exempt from size restrictions.

3. Your company must be a U.S. business entity:

A participating company must be a legally licensed, independently owned, and registered business entity in the U.S. for at least 12 months, in addition to being able to provide a copy of its most recent tax return. FundMatch Program companies include: processors, packers, manufacturers, distributors, wholesalers, and exporting and trading companies.

4. Is WUSATA the right MAP Cooperator for your company?

Other MAP cooperators have a FundMatch Program to support specific agricultural commodities. When funding assistance is available for your products through another MAP cooperator, you must apply for their FundMatch Program first (see below for a list). If your company promotes multiple product lines and only a few products are covered by another MAP cooperator, you may be able to participate in WUSATA’s FundMatch Program. Call us for more information if your company has any questions.

• Almond Board of California • California Pistachio Export Council • California Prune Board

• Cranberry Marketing Committee • National Confectioners Association

• New York Wine and Grape Foundation • Raisin Administrative Committee

• U.S. Livestock Genetics • U.S. Meat Export Federation • Wine Institute

If your company does not meet ALL of the eligibility requirements listed above, your company is not eligible for the FundMatch Program.

If your company does meet all of the requirements so far, please continue on to the product segment of program eligibility.

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Companies participating in WUSATA’s FundMatch Program are seeing concrete, measurable results, as follows:

• Number of participating companies: 211

• Number of companies increasing sales by 20%: 60 The numbers listed above are highlights from the 2014 program.

182:1

ROI for FundMatch participants

$916

Million in export sales realized by participants

5,698

Total buyer-seller introductions

237

Total distributorships established

Program Eligibility: Your Company

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This section will help you determine if your company’s products

are eligible. To qualify for the FundMatch Program, you will

need to answer yes to the following questions about your

company’s product(s):

1. Are your ingredients from the United States?

• Products must contain at least 50% U.S. grown ingredients by weight, excluding water and packaging. This means the products need to be farmed, fished and/or forested in the U.S. • Your products may be a value-added agricultural item, created from processing,

repackaging, or adding special features. Examples include consumer food products, fresh produce, snack foods, condiments, sauces, specialty food items, beverages, some wood products, hides and skins, pet foods, ornamental horticulture, and more.

• Sexual enhancement products and products of a sexual nature are not eligible for FundMatch.

To calculate the U.S. content of each product, please follow the process and reference below:

Step 1:

Identify each ingredient.

Step 2:

Calculate the weight of each product ingredient as a percentage of total

product weight.

Step 3:

For each ingredient, determine the percentage sourced from within the

United States. (Please note this means U.S. grown, not processed or manufactured.)

Step 4:

Multiply the two percentages to determine the U.S. content level for each

ingredient.

Step 5:

Total these percentages to determine the U.S. content level for the total

product. This percentage must be at least 50% to be eligible.

Product: Cookies

Ingredients Step one:

Ingre-dient as percent of total product weight

Step two: Per-cent of ingredi-ent sourced in U.S. Step three: MULTIPLY Step 1 column by Step 2 column Step four: TOTAL Step 3 column for U.S. content Flour 70% 80% 56% Sugar 20% 0% 0% Eggs 8% 100% 8% Spices 2% 0% 0% Totals 100% 64%

Program Eligibility: Your Products

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Does your company own a brand name product?

Product labels/packaging must promote a brand name. Your company either: • Owns the brand of the products and all property rights to its name,

-or-

• Has a sole agency agreement with the owner of the brand to utilize FundMatch dollars to promote the branded products in the country market(s) identified in the approved Marketing Plan.

In the event of any agency relationship, a Certificate of Exclusivity form must be signed by the brand owner for each branded product, and must be on file at WUSATA’s office before marketing activities take place in each program year a company participates in FundMatch.

3. Do your products have a valid U.S. Origin statement?

As a program to promote the export of U.S. goods, all product labels, promotional material, and advertising must have an eligible printed U.S. Origin Statement indicating that the products are made or grown in the United States.

USDA-FAS MAP regulations state:

The U.S. origin identification must be clearly displayed in a way that is easily observed as identifying the origin of the product; and that such origin identification shall conform, to the extent possible, to the U.S. standard of 1⁄6 inch (.42 centimeters) in height based on the lower case letter “o.”

Program Eligibility: Your Products

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Program Eligibility: Your Products

The following are examples of approved U.S. Origin statements.

U.S. Origin Examples Eligible Ineligible

Product of the USA or Product of America

_

Grown in the USA or Grown in America

_

Made in the USA or Made in America

_

Product of California, Grown in Oregon, Made in Montana

_

Seals with state name or U.S. agency*

Texas style chili, Bob’s American Pizza



Product that includes “U.S.,” “America,” or the state name as part of

the brand (i.e. Texas Style Chili, Bob’s American Pizza, U.S. Apples)



Address line that includes state’s name and USA

_

“Distributed by,” “Bottled by,” “Manufactured in” “Produced in,”

“Handcrafted by”



Product of CA, Grown in OR, Made in MT*

_

*Any state or territory of the United States of America must be spelled out in its entirety, or other U.S. regional designation if approved in advance by FAS. State abbreviations are not accepted because a U.S. state abbreviation can often be mistaken as a foreign country (i.e. CA can be interpreted as Canada).

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Program Calendar: 2016

FundMatch follows the same dates each year. Below are key

timelines that every FundMatch participant should note.

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Reimbursement Amounts

As a new or returning FundMatch participant, you are eligible

to receive the following reimbursement amounts, which

effectively doubles your international marketing budget.

Allocations are determined by your marketing experience and

length of time in FundMatch.

The minimum funding request is $2,500. For example:

• Companies must spend $5,000 in promotional activities to be reimbursed $2,500

(50%) by WUSATA.

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Graduation Rule

FundMatch has a five-year graduation rule, which means

the program will reimburse the same company for expenses

incurred in any single country for up to five years. The five

years do not have to be consecutive and you can conduct

activities in multiple markets concurrently.

• Your company is considered a “graduate” from a given country after you have participated in that country market for a total of five years.

• Some trade shows are exempt from the five-year rule and could be eligible for reimbursement even after graduation. See page 68.

• Your first year in each country starts when you receive reimbursement for an activity. • If a company graduates from a country market, and then reincorporates or reorganizes

under the same or different name, it is not eligible to reapply to the FundMatch Program to obtain additional years in that country if it is substantially similar to the pre-existing entity. The chart below illustrates how a company might conduct activities in different countries across many years before graduating from individual country markets.

Countries from which the company has graduated

If your company has been in the FundMatch Program before, check with us to see which countries you have graduated from.

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Ineligible Markets

FundMatch helps your company develop markets across the

globe with only a few exceptions. Participants may conduct

activities for reimbursement in all countries, except:

Federally prohibited countries • Cuba

• Iran

• North Korea • Sudan • Libya

U.S. territories and outlying areas • American Samoa

• Federated States of Micronesia • Guam

• Midway Islands • Puerto Rico • U.S. Virgin Islands

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Section 2:

How to Apply

Turn the page for the first step to apply for

FundMatch and learn about all of the

application essentials.

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The FundMatch online application is available beginning

August 5, 2015 at

www.wusata.org

.

Ready to apply to the 2016 FundMatch program? Follow the steps below to start the application process now.

1. Learn more about FundMatch

• Visit our achived online program webinars

• Attend a FundMatch training (dates and locations to be announced)

• Schedule an online FundMatch Consultati Using GoToWebinar, we’ll tailor our on-line meeting just for you. And the best part? There’s no need to travel farther than your desk!

2. Login to your WUSATA Web account or create one in three easy steps:

3. Complete the online application on our updated website. Your application will include the below components.

Apply Now to FundMatch

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Your account’s FundMatch dashboard will update will helpful icons as you complete the application process:

4. Next, print your online application and submit supplementary materials found on our handy FundMatch Application Checklist.

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FundMatch Application Checklist

Submitting a complete application packet can accelerate and

streamline entering the FundMatch Program. As you go along,

use the list below to check off your materials.

Printed Completed Application

Certification Statement with Original Signatures

This document confirms that the information you inputted into your FundMatch

Program Application is true.

U.S. Origin Form

This

form

will need to be submitted only once for each product in the program.

Please note that it is required for new products and will need to be re-submitted if

ingredients in your product(s) change.

Pay Your Company’s Non-Refundable $250 Application Fee by Check

Dun & Bradstreet Business Background Report

The basic report provided at the

Dun & Bradstreet website

provides sufficient details about your company. Prior to

ordering, use the link above to find the specific report

WUSATA needs. Dun & Bradstreet reports are submitted

every two years.

Most Recent Company Tax Return

U.S. federal tax return as submitted to the IRS, including

all federal statements and K1s (as applicable), minus

depreciation schedules. Newly formed companies can apply to FundMatch when

it has at least one U.S. federal tax return to submit.

Company Brochure and Product Literature

Be sure to include any brochures or literature about your company and products.

Physical Product Labels and/or Packaging

Required for each brand name product you will promote as listed in the

applica-tion. The labels/packaging must include a valid U.S. origin statement. Original

labels/packaging must be submitted every two years (no copies or renderings).

If the product is re-packaged once it arrives at its final destination, the foreign

packaging must also include the brand name and U.S. origin statement, plus they

must be submitted to WUSATA for prior approval.

Questions?

Call 360-693-3373 and ask to speak with WUSATA’s FundMatch Manager = Signature required Section 2: How T o Apply

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Each size and variety of a product is considered its own item. Labels/packaging

will need to be submitted for each item you would like approved in the program.

Where applicable, also include:

Certificate of Exclusivity

Does your company own all brands you would like to promote in FundMatch? If

not, make sure to include a

Certificate of Exclusivity

. This document certifies that your

business will be the sole agent using Market Access Program (MAP) FundMatch

dollars to promote the product(s) in the market(s) listed in your application.

Private Label Agreement

Include this

form

if your company is providing product

for private label usage.

In-Country Parter Agreement

WUSATA can pay your in-country partner directly!

Use this

form

only if promotional expenditures are to

be paid by WUSATA directly to the foreign importer

or distributer.

After completing the online application,

you will need to send hard copies of these

required items to:

WUSATA FundMatch

4601 NE 77th Ave, Ste 240 Vancouver, WA 98662-6730

FundMatch Application Checklist

Requests for Information

We request the same basic information from

every applicant to verify each company’s

eligibility to receive FundMatch Program

dollars. WUSATA reserves the right to

request additional information or documentation. This verification is a key step in WUSATA’s

anti-fraud program. All materials submitted

to WUSATA are kept confidential.

= Signature required

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Application Review & Approval

After mailing in your application to WUSATA, our FundMatch

Manager will start our review process:

1. Review Application Materials

After looking over your application packet, the FundMatch Manager will send notifications through FundMatch dashboard regarding any questions or missing items.

2. Assign Program Approval Date

Once all items are received, your approval date will be assigned. The date is based on the month in which your application is complete.

If you apply between August 1 and

December 31, 2015... Your approval date will be January 1, 2016, with a complete application.

If you apply after December 31,

2015... Your approval date will be the first day of the month in which your application is deemed complete.

Your application approval date is so important that we would like to go over it again. Please remember, your company’s approval date for FundMatch is based on the month in which your

application is completed. This means that everything on the application checklist, as well as all

other requested supporting documents, has been received by WUSATA. If there are any missing

items when you turn in your application, your approval date is dependent on when those items are received. So, be sure to use our application checklist to help guide you. Please reach out to WUSATA if you have any questions.

3. Send Allocation Approval

You will receive your allocation notice through your FundMatch dashboard. Please review this carefully and respond per the instructions on the notice.

4. FundMatch Manager will issue allocation notice

Your allocation notice will be in your WUSATA Web FundMatch dashboard. You will need to review it for accuracy, note changes, if any, and respond per instructions.

Your company will need to respond to the allocation notice within

30 days or the approval date will change.

5. Program contracts mailed, along with an invoice for 6% administrative fee The FundMatch Manager will mail your company program contracts. An approved applicant is issued two contracts for the program year. Both contracts must be signed and returned to WUSATA within 30 days of receipt. Your company will be invoiced for a non-refundable administrative fee equal to 6% of the approved funding allocation. This invoice will accompany the program contracts. Payment is due within 30 days of receipt.

Section 2: How T o Apply Section 2: How T o Apply

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6. Fully contracted

When both signed contracts, the 6% allocation fee and application fee are

received by WUSATA, you are an active participant in the program.

Application Review & Approval

Welcome to the 2016

FundMatch Program!

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Adding Products, Country Markets or

Allocation

We understand that your company may need to make changes

to your plans after signing the FundMatch contract. Changes

to existing program contracts are accomplished through

amendments.

New opportunities can come up at anytime! Amendments can be made anytime during

the program year. These revisions must be reviewed and approved by the FundMatch

Manager prior to any eligible activity.

Making an amendment is easy and can be used to add:

• Countries

| Amend your application online. This will send WUSATA a notification

email regarding the country addition.

• Products

|

Login

to your online application and add new products. Send

WUSATA the original labels of the products to be added, along with a completed

U.S. Origin Form

and

Certificate of Exclusivity

if you do not own the brand.

• Additional funding

(if available) | Upon request, an invoice for 6% of the

additional funding amount will be sent via email.

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Section 3:

The Claims Process

Let us help you navigate through the details of

collecting the essential documents and filing a

claim seamlessly.

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Getting Paid: The Claims Process

Once you’ve applied and are contracted in WUSATA’s

FundMatch, the next step is conducting your international

marketing activities and getting paid for your efforts.

We’d like to walk you through how the claims process works

after an eligible activity is complete with these six easy steps.

It is important to note your company has 90 days to submit a complete claim after an activity has ended.

Similar to most claim structures, a fair amount of paperwork is required and you will need to meet the 90-day deadline in order to receive your reimbursement.

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Use this helpful timeline below to note 90-day starts for eligible activities.

The 90-day policy states that companies must submit complete claims for eligible activities no later than 90 days after the activity has ended. The submission date is determined by the date the claim packet is received in WUSATA’s office.

Take note, if you’re conducting activities in December, you will not have a full 90 days to send in a complete claim. For December’s activities, companies must submit complete claims by February 28 for consideration.

All expenses will need to be documented on the Claim Form.

One claim form is to be completed for each activity within each country market where expenses are incurred.

Getting Paid: The Claims Process

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Supporting documentation is required for each claim.

Please visit each activity guideline in the next section for a checklist of needed materials to turn in. Claims not received by WUSATA within the 90-day window will be ineligible for reimbursement.

If a claim is received within that time period but is incomplete (i.e. missing documentation), we may, in our sole discretion, deny the claim in whole or in part.

The company shall deliver a separate claim for reimbursement for each activity together with complete documentation to WUSATA within 90 days of completion of the activity or within 60 days of the end of the Marketing Year, whichever occurs first. Claims not received by WUSATA within that time period shall be denied. If a claim is received within that time period but it is deficient, then WUSATA shall notify the company of any deficiency. The company shall correct any deficiency within 60 days of the notice of deficiency. Any claims with deficiencies that have not been corrected within 60 days of the notice of deficiency shall be denied.

Please note, you are required to maintain your FundMatch Program files for five years following the end of the program year. Files are subject to audit by the USDA’s-Foreign Agricultural Service (FAS).

Helpful tips for a complete claim:

• Read this manual in its entirety and identify documents you will need for time-of-claims submission.

• Keep copies of all reimbursement materials, including original copies of vendor invoices. • Need photos for an activity? Take them on the first day of the event and email the files to

your company. This will give you a second chance to take photos again if they are blurry. • File materials in a folder to keep track of all-things related to your reimbursable expenses. • Respond to WUSATA requests quickly.

• Contact us for questions! We’re here to help.

Mail hard copies of the completed

Claim Form

and supporting

documentation to WUSATA at:

WUSATA FundMatch

4601 NE 77th Ave, Ste 240

Vancouver, WA 98662-6730

Getting Paid: The Claims Process

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Getting Paid: How to Submit

For reimbursement, you’ll prepare a

Claim Form

and submit it

to WUSATA, along with all required documentation. One claim

form needs be completed for each activity within each country

where expenses are incurred.

Each individual expense requires the submission of three items: 1. Invoice

2. Proof of Payment 3. Proof of Activity

WUSATA reserves the right to request additional documentation for all claim submissions at our discretion.

1. Invoices | All invoices submitted for reimbursement must contain the following information:

• Date

• Name, address, and contact information of vendor • All itemized charges (summary invoices are not eligible) • Name of payer and company information

2. Proof of Payment | Proof of payment is required for all expenses. The following forms of payment and proof are acceptable.

Cash Receipt

A signed letter from the vendor stating

the invoice has been paid in full for cash expenses less than $2,000 USD

Proof of payment must be marked as

paid and show a zero balance Credit Card/Bank Statement

Copy (online account summaries are not

sufficient) of statement showing:

Account owner’s name

Last 4 digits of the account number

Statement dates

Transaction as a line item

Credit/Debit Memo

Copy of the credit/debit memo

Copy of the account statement or

product invoice showing the deduction taken

Copies of invoices for product shipped

to the vendor that equal or exceed the amount of the credit/debit memo

If a balance remains after applying the

credit, proof of payment for the balance is required

If no balance remains after application

of the credit, freight/shipping invoice showing shipped product is required Wire Transfer

Copy of the wire transfer request or the

wire transfer confirmation

Copy of the bank statement showing

Statement dates

Transaction as a line item

Check*

Copy of the front of the check

Copy of the official monthly bank

statement showing:

Statement dates

Check withdrawal as a line item

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*If you choose to use this option, then you should also retain check copies (carbon or photocopy) that clearly show the check number and account, date, payee, and amount. Your company is obligated to acquire and produce individual cancelled checks, or an official financial institution replication of the original, upon request by WUSATA or an authorized official of the U.S. government.

3. Proof of Activity | All activities must clearly show the brand name and the U.S. origin statement.

Samples of all reimbursable items purchased or produced. Examples include: • Original advertisements

• Original brochures • Demonstration reports

• Original point of sale materials • Photos of trade shows and/or demos • Billboard photos

• Digital copy of radio or TV advertisement • Photos of travelers at activity

• Photos of demonstrators and temporary staff

• Contract for representatives (not employees) who will be claiming travel expenses

Getting Paid: How to Submit

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Section 4: International

Eligible and Ineligible Expenses

A one-stop shop for each eligible activity, read on to see

all reimburseable expenses and materials you need to turn

in with your claims. Important requirements and reminders

are included in this section along with any additional

requirements for individual activities and materials.

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Advertising

Reminder: All forms of advertising must display your brand name and a valid U.S. origin state-ment. The U.S. origin statement must be clearly displayed (view not obstructed), part of the adver-tising design, and it’s size large enough to read without difficulty.

Eligible Advertising Expenses Ineligible Advertising Expenses  Ad design/production costs

• Formatting/professional design/ photography expenses

• In conjunction with the purchase of radio or television broadcast time

• Script writing, voice/talent fee, clip production, music

• Printing

• Temporary labor for talent/design

 Ad placement costs

• Billboard/signage/light box rental expenses

• Installation costs

 Movable ad space rentals (taxis, buses, trucks)

 Direct mail advertising expenses

 Internet ads

 Email and text messaging

 Podcasting

 Telephone ads

 Broadcast expense (aired time, purchased spots)

 Online ads hosted by third party targeting specific country market

 Any expense related to sexual enhancement products and products of a sexual nature

 Ads that do not promote the brand name and U.S. origin statement

 Advertisement campaigns tied to a product purchase

 Ad in a publication that does not circulate in one of your approved foreign country marketing plans

 Ads, media and/or messages that do not target an approved foreign country market or audience

 Advertisements or banners on websites that do not target a specific, or multiple country markets (Google.com, Yahoo.com, Facebook. com, etc.)

 Copyright and licensing fees

 Scheduled broadcast that has not yet aired

 Advertisements that are defamatory to another U.S. brand

 Advertising associated with a coupon or price discount for an approved product

 Any arrangement that has the effect of reducing the selling price of your product

 Slotting fees

 Online ads posted on your company website

 Online listing fees

Note: Temporary labor fees must be expressed as a “rate per hour.” Hourly reimbursement(s) may not exceed the maximum rate of the designated Federal pay scale, GS-15 Step 10.

(As of January 2015, this is equal to an hourly rate of $63.31 and a maximum daily gross salary of $506.48- GS-15 Step 10 is subject to yearly updates.)

Section 4: Eligible

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Claims Documentation for Advertising

In your claim, please submit the following activity-related materials: Newspapers/Magazines/Grocery Circulars

Invoice

Proof of payment

Original advertisement

Original publication cover page showing the date and name of the publication

A current circulation report for the publication showing distribution in the foreign country

market

Billboards and Moving Ads

Invoice

Proof of payment

Geographical location

Invoice and contract with rental agency showing length of rental

Photo of billboard or moving ad at each location per month of run time (i.e. for a 12-month

run, submit a photo for each of the 12 months) Broadcasting TV or Radio Ads

Invoice

Proof of payment

Name of TV or radio station

Country and cities where ad was broadcast

Date and run times of actual broadcasts and a certificate of broadcast

DVD or CD of the radio/television commercial

Transcript of broadcast

Production costs must be submitted in conjunction with the purchase of radio or TV

broadcast time

Email and Text Messaging Ads

Invoice

Proof of payment

Copy of email or text message including header information and distribution date

Copy of distribution list from vendor showing country market focus

Podcasting

Invoice

Proof of payment

Copy of podcast link and media file

Website address showing country market focus

Computer print screen/screenshot with address link, taken at the time of the activity

Advertising

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Telephone Ads

Invoice

Proof of payment

Copy of script

Copy of recorded audio file (i.e. .wav file)

Copy of call list from vendor showing country market focus

Copy of itemized phone bill

Internet Ads

Invoice

Proof of payment

A printed page of the website showing the online advertisement, full website URL address,

and date for each month the advertisement is running

Agreement and contract for advertisement with the site host/agency

Advertising

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International marketing requires a variety of items to be shipped to destinations around the globe. Reimbursement is available to cover some freight costs. Freight is considered cargo and goods carried by a vessel or vehicle, specifically by a commercial carrier.

Eligible Freight/Shipping Expenses Ineligible Freight/Shipping Expenses

 Shipping samples, materials, and equipment to and from an eligible promotional activity

 Shipping samples and promotional materials to potential international customers

 Shipping items to/from domestic trade shows

 Checked bags up to the bag limit and under 50 lbs. (international travel only)

 Checked bags beyond the bag limit and over 50 lbs.

 Shipping of product orders

 Cost of rental vehicle to transport product

Claims Documentation for Freight/Shipping

In your claim, please submit the following activity-related materials: Freight/Shipping

Invoice

Proof of payment

List of sample or items shipped

Please note: Sample shipments to potential foreign buyers are generally small in amount. Additional materials may be requested during your claim review for larger freight shipments. Promotional giveaways provide effective advertising at eligible activities and create a lasting impression on your customers.

Freight/Shipping

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Eligible Giveaway Expenses Ineligible Giveaway Expenses  Total cost to design and produce item (we

can reimburse up to $2 per item unit if the participant spends up to $4.

Sample size packaging must be significantly smaller than the quantity or size of the actual product. Since giveaways are small in nature, the U.S. origin is not required on each giveaway item.

Giveaway items, such as key chains, pens, and shirts, must display the brand name.

 Items that do not promote the brand

 Items that are tied to a purchase of product

 Items that promote the company name but not the Brand name(s), if not one and the same

 Cost of product

Claims Documentation for Giveaways

In your claim, please submit the following activity-related materials: Giveaways

Invoice

Proof of payment

Samples of the materials or legible hi-res photos showing the material in its entirety.

Giveaways

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In-store/food service promotions and product demonstrations give your potential customers a chance to experience your products before they buy.

Reminder: In-store demonstrations/food promotions must display your brand name and a valid U.S. origin statement. The U.S. origin statement must be clearly displayed (view not obstructed), part of the advertising design, and it’s size large enough to read without difficulty.

Eligible In-Store Demonstration/Food

Promotions Expenses Ineligible In-Store Demonstration/Food Promotions Expenses  Temporary Labor wages for:

• Demonstrators • Chefs • Interpreters • Translators • Host/hostess  Demonstration supplies

• Disposable cups, spoons, napkins, etc.

• Food purchased to enhance your product

 Equipment rentals – rental of hotplates, toasters, etc.

 Rented demonstration stand/space

 Freight costs to transport product samples, materials, and equipment to the demonstration location

 Promotional leaflets, all pieces that promote the brand name and valid U.S. origin statement

 Uniforms that promote the brand name and valid U.S. origin statement

• Aprons, T-shirts, caps, etc.

For temporary labor, limited wages of independent contractors are eligible one day before the event and during event days only (8 hour max per day).

 Activities or materials that do not promote the brand name and U.S. origin statement

 Employee wages

 Foreign Distributor’s employee wages and travel expenses (Foreign Third Party)

 Independent contractor’s travel costs and meals

 Demonstrator wages for an employee of your company or your foreign distributor’s company

 Transportation, meals, wages over 8 hours, and sales commission

 Management/supervision fees

 Training fees

 Purchase of non-disposable supplies such as bowls, equipment, appliances, reusable utensils, etc.

 Freight for a product order

 Custom booth displays constructed of permanent materials having a useful life of more than one year (e.g. Plexiglas, steel, wood, metal, etc.)

 Cost of your product used in demonstration and promotion

 Promotional activity tied to product purchase

Note: Temporary labor fees must be expressed as a “rate per hour.” Hourly reimbursement(s) may not exceed the maximum rate of the designated Federal pay scale, GS-15 Step 10. (As of January 2015, this is equal to an hourly rate of $63.31 and a maximum daily gross salary of $506.48- GS-15 Step 10 is subject to yearly updates.)

In-Store Demonstrations/Food Promotions

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Claims Documentation for In-Store Demonstrations/Food

Promotions

In your claim, please submit the following activity-related materials: In-Store Demonstrations/Food Promotions

Invoice

Proof of payment

List of products being demonstrated/promoted (list must include all products, not just

products approved for the program)

Dates, hours, and store location for each demonstration/promotion

One photo per activity per store location per set or demonstration block

A demo activity is defined as a set of consecutive days

Example 1: If your company conducts in-store demonstrations at one location for 3

days, we will need 1 photo of the activity

Example 2: If your company conducts in-store demonstrations at one location for 3

days over two separate weekends, we will need 2 photos

Example 3: If your company conducts in-store demonstrations over a two-month period

for 3 days every weekend at 3 different store locations, we would need 24 different photos.

A demonstration report for each demo performed and written verification from the store confirming the demo event.

Photos of each hired demonstrater/temporary laborer

In-Store Demonstrations/Food Promotions

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Grab the attention of your customers and set yourself apart from competitors by creating eye-catching in-store displays. Please note, all displays and materials promoted must have a valid U.S. origin statement.

Reminder: In-store displays must display your brand name and a valid U.S. origin statement. The U.S. origin statement must be clearly displayed (view not obstructed), part of the display

design, and it’s size large enough to read without difficulty.

Eligible In-Store Display Expenses Ineligible In-Store Display Expenses  Displays that promote the brand name and

valid U.S. origin statement

 Demonstration displays constructed of temporary materials with a useful life of less than one year (e.g. cardboard, paper, etc)

 Point of sales materials (all with valid U.S. origin statement)

• Posters/banners

• Sales sheets/brochures/leaflets

• Shelf talkers

 Shipping cartons that convert to a shelf display

 Freestanding displays constructed of temporary materials

 Cardboard bins/shelving units

 Temporary labor for display design/set up

• Aprons, T-shirts, caps, etc.

 Giveaways

• Total cost to design and produce item (we can reimburse up to $2 per item unit if the participant spends up to $4.

• Since giveaways are small in nature, the U.S. origin is not required on each giveaway item

 Rental of floor space for product promotion

 End-of-aisle/gondola displays

 Space rental for promotional materials

(freestanding cardboard displays, signage, etc.)

 Custom booth displays constructed of permanent materials having a useful life of more than one year

 Slotting and listing fees

 Any activity tied to purchase of product

 Price discount of product makes activity ineligible

 Giveaway items that:

• do not promote the brand

• are tied to a purchase of product

• promote the company name but not the Brand name(s), if not one and the same

 Cost of product

In-Store Displays

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Claims Documentation for In-Store Displays

In your claim, please submit the following activity-related materials: In-Store Displays

Invoice

Proof of payment

List of products being promoted

Dates and locations of space rental

Photos of the display for each location, at least one photo per month required

In-Store Displays

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Educational trade seminars are organized and hosted by your company, and designed to inform the international industry about your approved brand products.

Eligible Trade Seminar Expenses Ineligible Trade Seminar Expenses  Seminar room or facility rentals

 Rental of equipment

 Freezer, hot plates, sound/presentation, etc.

 Temporary Labor Wages

• Demonstrators • Chefs • Interpreters • Translators • Host/hostess  Set up  Demonstration supplies

 Freight costs

 Shipping samples, materials, and equipment to and from an eligible promotional activity

 Printed sales materials

• Production of banners, posters, signage, recipe cards, table tents, shelf talkers, company brochures and other similar point of sale materials that promote Branded Program approved products

• Each item much promote the brand name and valid U.S. Origin statement to be eligible for reimbursement

• Sales material that targets a foreign audience

• Temporary labor for printed sales material design

For temporary labor, limited wages of independent contractors are eligible one day before the event and during event days only (8 hour max per day).

 Travel (airfare, hotel and meals)

 Refreshments, catering, meals, etc.

 Purchase of equipment

 Cost of product samples

 Ineligible Temporary Labor Wages

• Employee wages

• Foreign Distributor’s employee wages and travel expenses (Foreign Third Party)

• Independent contractor’s travel costs and meals

• Demonstrator wages for an employee of your company or your foreign distributor’s company

• Transportation, meals, wages over 8 hours, and sales commission

• Management/supervision fees

• Training fees

 Ineligible Freight Costs

• Shipping of product orders

• Cost of rental vehicle to transport product

 Ineligible Printed Sales Materials

• Sales material that does not promote the brand name and valid U.S. origin statement

• Sales material that does not target a foreign audience

• Business cards

• Seasonal greeting cards

• Sales materials for unapproved Branded Program products

• Any materials tied to discount of products (e.g. coupons)

 Educational seminars, trainings or conferences that your company would like to participate in or attend are not eligible.

 Materials will be prorated on approved versus promoted products.

International Trade Seminars

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Claims Documentation for International Trade Seminars

In your claim, please submit the following activity-related materials:

International Trade Seminars

Name and date of the trade seminar

List of attendees and location

Photos of the seminar and original copies of presentation materials

Photos of all temporary labor

International Trade Seminars

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International trade shows allow your company to promote products to thousands of qualified buyers in just a few days. Your company can display and promote approved products. Basic expenses associated with retail, trade and consumer exhibits and shows are eligible for reimbursement.

All expenses will be prorated based on the number of approved and unapproved products being promoted at the trade show.

When exhibiting at a USDA-endorsed trade show, your company is required to exhibit within a USA Pavilion to receive reimbursement on eligible expenses. If the show is not USDA endorsed and it has no USA pavilion, your company is free to exhibit anywhere on the show floor. As long as 30% or more of the exhibitors sell food or agricultural products, the international show is eligible. Interested in exhibiting outside of the USA Pavilion? You will need pre-approval by contacting WUSATA’s FundMatch Manager directly (at least two months prior to the show). We in turn need to get approval from the USDA on your behalf. We can only consider requests submitted directly to the FundMatch. Contact us with any questions at 360-693-3373 or [email protected]. Reminder: All trade show booths must display your brand name and a valid U.S. origin state-ment. The U.S. origin statement must be clearly displayed (view not obstructed) and it’s size large enough to read without difficulty.

Eligible Trade Show Expenses Ineligible Trade Show Expenses

 Exhibition fees/booth space rental and booth insurance expenses

 Temporary booth displays (constructed of temporary materials having a useful life of less than one year)

 Exhibitor’s guide/directory listing and advertisement with valid U.S. origin statement

 Aprons, t-shirts, caps, etc.

 Temporary labor wages

• Demonstrators • Chefs • Interpreters • Translators • Host/hostess • Booth design • Booth construction/set up  Demonstration supplies

 Equipment rentals – rental of hotplates, toasters, etc.

 Materials that do not promote the brand name and a valid U.S. origin statement

 Custom booth displays constructed of permanent materials having a useful life of more than one year (e.g. Plexiglas, steel, wood, metal, etc.)

 Costumes

 Sponsorships

 Delegation fees, membership/association fees

 Fees for participating in U.S. Government sponsored activities, other than trade fairs and exhibits

 Any expense related to a trade show at which you are not exhibiting

 Cost of product samples

 Country is not listed in your marketing plan

International Trade Shows

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Eligible Trade Show Expenses

Continued Ineligible Trade Show Expenses Continued

 Limited Foreign Travel

• Passports

• Visa

• Inoculations

• Airfare for two company representatives if proper quote is provided (eligible dates)

• Representatives may include employees and board members of private companies, employees or members of cooperatives, or any broker, consultant, or marketing representative contracted by the company or cooperative to represent the company or cooperative in sales transactions for a specific event.

• Meals & Incidentals at the per diem rate

• Lodging up to the per diem rate

• Checked bags up to the bag limit and under 50 lbs.

 Freight

• Shipping samples, materials, and equipment to and from an eligible promotional activity

 Printed Sales Materials

• Production of banners, posters, signage, recipe cards, table tents, shelf talkers, company brochures and other similar point of sale materials that promote Branded Program approved products

• Each item much promote the brand name and valid U.S. Origin statement to be eligible for reimbursement

• Sales material that targets a foreign audience

• Temporary labor for printed sales material design

 Giveaways

• Total cost to design and produce item (we can reimburse up to $2 per item unit if the participant spends up to $4.)

• Since giveaways are small in nature, the U.S. origin is not required on each giveaway item

 Ineligible travel includes

• Travel expenses for interpreters

• Ground transportation

• Travel of applicants for employment interviews

• Unused non-refundable airline tickets or associated penalty fees, except where travel was restricted by U.S. Government action or advisory

• Checked bags beyond the bag limit and over 50 lbs.

• Travel for any other reason except

Outbound Trade Missions and International Trade Shows

 Freight ineligibility includes:

• Shipping of product orders

• Cost of rental vehicle to transport product

 Ineligible printed sales materials as follows:

• PSM that does not promote the brand name and valid U.S. origin statement

• PSM that does not target a foreign audience

• business cards

• Seasonal greeting cards

• Sales materials for unapproved FundMatch Program products materials will be prorated on approved versus promoted products

• Any materials tied to discount of products (e.g. coupons)

 Giveaways ineligible expenses:

• Items that do not promote the brand

• Items that are tied to a purchase of product

• Items that promote the company name but not the brand name(s), if not one and the same

• Cost of product

International Trade Shows

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Eligible Trade Show Expenses

Continued Ineligible Trade Show Expenses Continued

 For temporary labor, limited wages of independent contractors are eligible one day before the event and during event days only (8 hour max per day)

 Ineligible Temporary Labor Costs

• Employee wages

• Foreign Distributor’s employee wages and travel expenses (Foreign Third Party)

• Independent contractor’s travel costs and meals

• Demonstrator wages for an employee of your company or your foreign distributor’s company

• Transportation, meals, wages over 8 hours, and sales commission

• Management/supervision fees

• Training fees

Claims Documentation for International Trade Shows

In your claim, please submit the following activity-related materials:

International Trade Shows

Invoice

Proof of payment

Copy of the company listing in the show exhibitor’s guide along with the cover of the

guide.

The following booth photos are required:

A large scale, all-encompassing photo of the entire booth, after setup, with brand

name products on display. Photos with empty shelves will not be accepted.

Supplementary photos of smaller sections of the booth to ensure everything is clearly

visible when the claim is reviewed. Supplementary photos must be provided for all sections of the booth.

A list of ALL products displayed in the booth is also required.

If you have a product featured in a product showcase, be sure to get a photo.

Photos of employees/representatives/temporary labor manning the booth during the trade

show. Additional notes:

• Photos must be taken after the booth setup is complete and show the booth as it will appear during trade show hours.

• A high-quality video of the entire booth with close-ups of the product(s) can be submitted in lieu of the photos. Poor quality and highly edited videos are subject to WUSATA’s

International Trade Shows

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International Travel & Lodging Requirements

Airfare

Proof of payment

Travelers must fly on a U.S. or EU member carrier

A comparable quote is needed if you have one of the following situations:

If you fly other than coach economy class

If you fly non-direct

If you extend your travel days beyond the Branded Program’s eligible travel days

A comparable quote from the same airline of the coach/economy class fare for a direct

flight to the event within the eligible dates of travel. The quote must be within the

eligible dates of travel for a flight on the same airline as the actual ticket used for travel

and obtained at the same time (same day) that the actual ticket used for travel is purchased

Actual ticket you flew on (passenger receipt or E-ticket with boarding passes)

Flight itinerary listing should include each leg of the flight, flight numbers, airports, dates

and times, seating category, ticket number, and passenger name. U.S. or EU member carrier flight numbers are required for flights departing from and arriving in the United States

General Documentation

Travel Notification Form and copy of fax confirmation or email sent to ATO at least 14 days before trade event

Trip Report Form with an attached list of contacts made at the show (can be copies of their business cards)

Travel Expense Summary Form

For non-employees, a copy of the contract/agreement on your company letterhead

showing that the representative was engaged to promote the participant’s product at the event

If the non-employee pays for their own travel expenses, please provide proof they were

reimbursed by the participating company Inoculations

Invoice

Proof of payment

The vaccination record and computer print screens/screenshots from the U.S. State

Department website and/or the Travelers’ Health Page of the Centers for Disease Control (CDC) website showing you have followed the advisory that recommends the inoculation

International Trade Shows

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Lodging

Proof of payment

Detailed copy of the hotel statement showing the occupant’s name(s), arrival/departure

dates, itemized per night room rate (no average rates), and total charges

If the hotel statement is in a foreign language, please provide the English translation

If two company employees share a room, the statement must show each person’s name

and that each person paid for half the cost of the room. Proof of payment is required for each person

Passport and Visa Fees

Invoice

Proof of payment

A photocopy of the first page of the passport showing the name and date of issue

A copy of the regulation stating that a visa is required for the specific country market

2016 FundMatch Program Manual

2016 FundMatch

Program Manual

(Formerly known as the Branded Program)

Your guide on how to double your international

marketing dollars for your agribusiness

Learn.

Connect.

Table of Contents

About WUSATA

WUSATA Programs and Promotional Activities

WUSATA Member States

How to Use This Guide

Throughout this guide, internal

and external hyperlinks are

presented in

light blue text.

Section

1:

Program Eligibility

Find out if your company and products are

eligible for 50% reimbursement through

WUSATA. Included in this section are the nuts

and bolts of the program. Flip the page and

find out these essential details.

Program Eligibility: Your Company

To determine if your company qualifies for the FundMatch

Program it must match each of the following criteria:

182:1

$916

5,698

237

Program Eligibility: Your Company

This section will help you determine if your company’s products

are eligible. To qualify for the FundMatch Program, you will

need to answer yes to the following questions about your

company’s product(s):

Step 1:

Identify each ingredient.

Step 2:

Calculate the weight of each product ingredient as a percentage of total

product weight.

Step 3:

For each ingredient, determine the percentage sourced from within the

United States. (Please note this means U.S. grown, not processed or manufactured.)

Step 4:

Multiply the two percentages to determine the U.S. content level for each

ingredient.

Step 5:

Total these percentages to determine the U.S. content level for the total

product. This percentage must be at least 50% to be eligible.

Program Eligibility: Your Products

Program Eligibility: Your Products

Program Eligibility: Your Products

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Program Calendar: 2016

FundMatch follows the same dates each year. Below are key

timelines that every FundMatch participant should note.

Reimbursement Amounts

As a new or returning FundMatch participant, you are eligible

to receive the following reimbursement amounts, which

effectively doubles your international marketing budget.

Allocations are determined by your marketing experience and

length of time in FundMatch.

The minimum funding request is $2,500. For example:

• Companies must spend $5,000 in promotional activities to be reimbursed $2,500

(50%) by WUSATA.

Graduation Rule

FundMatch has a five-year graduation rule, which means

the program will reimburse the same company for expenses

incurred in any single country for up to five years. The five

years do not have to be consecutive and you can conduct

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